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Exhibit 1 - Agenda Information Sheet - FireCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: May 12, 2020 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Lexipol, LLC, for the customized policy management, update, and training solution for the Fire Department, which is the sole provider of this service, in accordance with Texas Local Government Code 252.022, which provides that procurement of commodities and services that are available from one source are exempt from competitive bidding, and if over $50,000 shall be awarded by the governing body; and providing an effective date (File 7279 – awarded to Lexipol, LLC, in the five (5) year not-to-exceed amount of $81,837). INFORMATION/BACKGROUND Lexipol is a web-based platform to manage and maintain an agency’s policies. Lexipol’s unique solution provides guidance on Public Safety best practices, and updates policies regularly to reflect legal updates that impact how our officers operate. Lexipol’s base policies are vetted thoroughly by a team of Public Safety experts and lawyers to ensure legally sound policies are provided. Furthermore, the policies are customized to the specific state of the agency utilizing the service. Before Lexipol, the Fire Department was operating under outdated general orders in need of significant revision. Lexipol provides the framework in which to customize our policies and ensures we are operating under the most up-to-date laws. The cost savings associated with Lexipol is enormous. These savings can be seen in the following: • A team of firefighters would be needed to research, vet, and revise policies. With Lexipol, this system can be managed, and the policies completed by one trained officer. This helps the department to keep public safety personnel staffed on the street rather than tied up in administrative jobs. • The policies are updated regularly by Lexipol. A tremendous amount of resources and time are saved by having the Lexipol staff, comprised of Public Safety experts and attorneys, ensure that the legal updates are addressed. The likelihood of new legislation not being addressed in policy goes up exponentially when there is not an experienced team in place to vet them. • By keeping Denton Fire policies updated, our public safety personnel are educated and bring that knowledge to their service to our community. Legally sound policies protect the City from liability. A five-year post-Lexipol implementation study showed a reduction in the number of litigated claims and claims paid out. Lexipol provides enhanced accountability by requiring each employee to acknowledge policies and reports can be run by administrators to track those acknowledgments. An easy-to-use app makes the policies accessible to officers on the street. In addition to these benefits, Lexipol has daily training bulletins to reinforce the content of the policies. The DTB’s will keep policies at the forefront of our employees’ minds City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com and help them to learn how to operate under them. With Lexipol, there have been over 100 policies revised and the department will end up with over 170. Implementation of this solution has made a very daunting and difficult task more manageable and easily rolled out. In 2018, the Fire Department issued purchase orders for a 1-year trial through a sole source agreement with Lexipol. The total last year was $30,183. Section 252.022 of the Local Government Code provides that procurement of sole source commodities and services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body. RECOMMENDATION Award with a contract to Lexipol, LLC, as a sole source supplier, for the customized policy management, update, and training solution for the Fire Department in a five (5) year amount not-to-exceed $81,837. PRINCIPAL PLACE OF BUSINESS Lexipol, LLC Frisco, TX ESTIMATED SCHEDULE OF PROJECT This is a five (5) year contract. FISCAL INFORMATION These services will be funded from Tech Services Projects account 830700.6504. Requisition #145496 has been entered into the Purchasing software system in the amount of $15,471. The budgeted amount for this item is $81,837. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: LLC Members Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Dinora Velasquez, (940) 349-8843. Legal point of contact: Mack Reinwand at 940-349-8333.